Your SlideShare is downloading. ×
Digital Document Retention and SharePoint
Upcoming SlideShare
Loading in...5

Thanks for flagging this SlideShare!

Oops! An error has occurred.

Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

Digital Document Retention and SharePoint


Published on

  • Be the first to comment

  • Be the first to like this

No Downloads
Total Views
On Slideshare
From Embeds
Number of Embeds
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

No notes for slide


  • 1. Digital Document Retention and SharePoint
  • 2. Four Questions• How do we use SharePoint?• Organising your content• Naming your content• Taking content offline
  • 3. How Do We Use SharePoint?• How much of your SharePoint content do you regularly look at?• How often do others look at the content you share in SharePoint?
  • 4. How Do We Use SharePoint?• You can delete stuff from SharePoint too!• If you (and others) aren’t referring to your content, then SharePoint might not be the right place for it.• Refer to retention guidelines first
  • 5. Organising Your Content• Stick with two libraries• One for Private documents (your team only)• One for Public documents (reference for everyone else)
  • 6. Organising Your Content• Not ‘your’ folders, but ‘our’ folders• Establish a simple folder hierarchy• Maintain the hierarchy• Consider the needs of others in using your Public Document Library
  • 7. Naming Your Content• Keep file names short and meaningful• Keep repetition of files and names to a minimum• Avoid common words like ‘draft’ and ‘letter’• Name your files in a way that makes retrieval easy... Source: University of Edinburgh Records Management Office:
  • 8. Naming Your Content• Use Capital Letters to delimit words; spaces and underscores are also okay• Use two-digit numbers, i.e. 01 - 99• State the date in reverse, i.e. YYYYMMDD• Order the elements of the name in the most appropriate way to retrieve the record Source: University of Edinburgh Records Management Office:
  • 9. Taking Your Content Offline• For when you don’t need instant access• Optical discs (CD or DVD) offer quick access to reasonable amounts of data• Tape backups (facilitated by the ICT Service Desk) are best for large point-in-time snapshots
  • 10. Taking Your Content Offline• When you take your content offline, store it in one of our safes• Media must be clearly labelled with the content type and the date of the backup• It’s helpful if you create an index file on optical media (e.g. ‘readme.txt’)
  • 11. Additional Resources• Additional resources will be available shortly in Moodle• Check the News and Announcements forum